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H4 : Leading Others to Create A Brighter Future. Heather A. Chermak, Senior Associate Registrar University of Idaho Julia A. Pomerenk , University Registrar Washington State University. Two Land-Grant Institutions 8 Miles Apart.

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h4 leading others to create a brighter future

H4: Leading Others to Create A Brighter Future

Heather A. Chermak, Senior Associate Registrar

University of Idaho

Julia A. Pomerenk, University Registrar

Washington State University

two land grant institutions 8 miles apart
Two Land-Grant Institutions 8 Miles Apart
  • Both institutions are located on the Palouse of Washington and Idaho
  • UI uses Banner; WSU uses PeopleSoft
  • 11,400 at UI in Moscow (12,500 overall)
  • 19,000 at WSU in Pullman (25,000 overall)
  • Many cooperative courses
  • One Bi-State School of Food Science
in the beginning
In the beginning…
  • In the 1950s: the Animal Veterinary Science departments shared courses across the state line
  • Over the next 60 years: many departments shared courses
  • 2008: the Bi-state School of Food Science was established. It’s administered jointly by the UI and WSU
shared courses
Shared Courses
  • Departments allowed students from either institution to attend courses
  • Some courses are team taught and offered on each campus alternating semesters or years
  • Courses were cataloged at both institutions, so students registered at home institution
  • Data feeds established to monitor enrollments
questions that prompted change
Questions that Prompted Change

Departments and administration asked:

  • “What students and how many students are we serving?”
  • “What resources are being used?”

Registrars asked:

  • “Why are departments so lax in updating curriculum?
  • “What shall we do about the students who are ‘lost on the highway’”?
changes creating more change
Changes Creating More Change
  • WSU moving from home-grown, mainframe SIS to PeopleSoft
  • UI upgrading from BlackBoardto BbLearn
  • Emergency notification systems installed on both campuses
  • Liability and risk factors growing
  • Need for (good) information intensifying
opportunity components
Opportunity Components
  • Establish mechanisms for accountability
  • Ensure upper administration buy-in
  • Set structured meetings
  • Review business processes—across offices and across state lines
  • Keep cooperative spirit of the program
  • Communicate and reach out
  • Cooperate, cooperate, cooperate
our process broken down
Our Process – Broken Down
  • Developed Executive Team
  • Set Registrar’s Offices regular meetings
  • Connected with our partners
    • Admissions --IT Help Desk
    • Financial Aid --Graduate School
    • Student Accounts
  • Connected with known key departments
  • Connected with academic administrators
business processes revamped
Business Processes Revamped
  • Confirm curriculum processes
  • Catalog courses only taught by institution
  • Establish student coding
  • Create admission forms and processes
  • Register at institution offering course
    • Key for all other systems to work
  • Award financial aid at student’s home institution
  • Bill students for tuition at home institution
  • Bill students for special course fees at institution offering course
  • Create new data exchange files to facilitate billing and financial aid processes
  • Create reports
findings
Findings
  • Mostly, the transition went well!
  • Surprisingly, several departments are team teaching courses
  • Not surprisingly, some instructors made arrangements without department knowledge
  • Throughout the change, more Registrar Appreciation Days are needed
challenges
Challenges
  • Communication
  • Curriculum approval procedures
  • Change management
  • Completing small details
  • Continue to keep everyone cooperating, cooperating, cooperating
lessons learned
Lessons Learned
  • What seems normal and necessary to registrars does not always seem normal and necessary to others
  • Things aren’t as simple as they seem
  • Stay the course
  • Keep talking
why it worked for us
Why It Worked for Us
  • Strong, positive working relationships
    • Between our two Registrar’s Offices
    • Among our two Registrars’ Offices and our academic units
  • Shared desire for better tracking and reporting
  • Critical timing with other changes
  • Necessary support from upper administration
8 steps for leading change
8 Steps for Leading Change
  • Establishing a Sense of Urgency
  • Creating the Guiding Coalition
  • Developing a Change Vision
  • Communicating the Vision for Buy-in
  • Empowering Broad-based Action
  • Generating Short-term Wins
  • Never Letting Up
  • Incorporating Changes into the Culture

From John Kotter’s research

leading to a brighter future
Leading to a Brighter Future

"The leader is the servant who removes the obstacles that prevent people from doing their jobs."  Max DePree

“How fascinating!” Benjamin Zander

“Faxing can be fun!” Julia Pomerenk